United State Postal Service

Saturday, 15 October 2016

Informative letters are often used in business, government and school. These letters might provide instructions, outline job responsibilities, detail safety precautions or notify recipients of policies and events. Informative letters are not meant to persuade or entertain, so their language is brief and concise. When possible, print the letter with a computer printer on a clean sheet of letter-size copy paper or use your letterhead stationary. A good informative letter follows a few basic guidelines.

Research the subject thoroughly. If writing about an event, gather facts about the schedule, presenters, time, cost and location. For a letter about new policies, research past practices, changes in the policies and the impact the changes will have on the recipients. Organize the information into a logical order. Describe an event, for example, in chronological order.

Print your return address and current date at the top of the paper. Identify the recipient's name and address, including salutations, such as Mr., Ms. or Dr., and include the recipient's job title if you are writing to them in that capacity. If writing to a group of people, such as parents of a team, do not list all of their names and addresses, but instead identify the recipients as a group in the greeting portion of the letter.
State the topic of the letter just below the recipient's address using the abbreviation "Re" for "Regarding", for example: "Re: Vacation Policy". If your relationship with the recipient is formal, use a greeting such as: "Dear Mr. Doe". If you don't know the name of your recipient, write "Dear Sir or Madam". If writing to a group of parents, write: "Dear Parents".

Write an introduction to your topic in the first paragraph by identifying yourself, the subject and why it is important to you and the recipient. Give an overview of the points you will be making in the letter. Use active verbs, rather than the passive voice. Use "I" and "you" as long as it is not accusatory or overly informal.

Start each subsequent paragraph with a main point and expand on that point in the rest the paragraph. If a paragraph runs long, consider breaking it down into two or more paragraphs. Use bullet points or brief headings to make the letter easier to read.

Summarize your information in the last paragraph. Include details about how the reader can contact you, such as appointment times or a phone number. Thank the reader. Sign off with "Sincerely," followed by your handwritten signature. Type or print your name below your signature. If enclosing additional materials, a few spaces below your name print the word "Enclosures:" or the abbreviation "Enc.:" followed by a few words describing the additional materials.
Items you will need

Because of its larger size and weight, a manila envelope requires more than the one stamp a typical letter takes to mail. The exact number of stamps needed for a manila envelope varies depending on the exact size and weight. The United States Postal Service website at usps.com guides you through the process of determining how many stamps you’ll need.

Size and Weight Restrictions

For first-class mail, the manila envelope can be up to 11 1/2 to 15 inches long and have a height of 6 1/8 to 12 inches. The envelope should be no thicker than ¾ of an inch. The USPS considers any manila envelopes that exceed any of those dimensions as parcels. Additionally, any manila envelopes that are rigid or not uniformly thick are charged parcel prices.

Postage Calculator

The price also varies depending on where you are mailing the envelope. The farther the distance, the higher the postage. The USPS website features a postal price calculator that helps you determine the exact postage needed based on the size and weight of your envelope, as well as where the envelope is going. Enter all the required information and the website calculates your postage and also provides an option to purchase the stamp online.

Postage Needed

As of 2015, the price to mail a manila envelope first-class starts at 98 cents for a one-ounce envelope and goes up 21 cents per ounce, up to 13 ounces. The USPS considers envelopes over 13 ounces as parcels. International prices start at $2.29 for a one-ounce package. You can use several first-class stamps that equal the postage you need for the weight of your envelope or purchase a label with the prepaid postage.

Mailing from Home
Insert your documents into the 9-inch-by-12-inch envelope and seal it. Write your name and address in the top left corner. Write the recipient's name and address in the center of the envelope.

Use the postage scale to find the weight of the package in ounces. If the package is more than 8 ounces, or a half pound, take the package to your local Postal Service branch to learn about the best mailing options.

Go online to the Postal Service's Postage Price Calculator website at postcalc.usps.gov. Select the destination country and enter the zip code and the date of mailing.

Click the "Large Envelope" icon to select the shape. Enter the weight in ounces and click "Continue."

Check any of the boxes on the following screen that apply to your envelope and click "Continue."

Look at the row titled "First-Class Mail Large Envelope," in the column titled "Post Office Price." This gives you a dollar amount, for example, $1.88.

Affix stamps to the top right corner of your envelope. The combined value of the stamps should total or exceed the postage amount from the website. For example, to put $1.88 worth of stamps on your envelope, you'd need four 44-cent stamps and six 2-cent stamps.

Place the envelope in your mailbox. If the envelope is too large to fit in your home's mailbox, you can mail it at your local Postal Service branch or drop it into any blue public mailbox.